Executive Personal Assistant & CEO Coordination

InvisionHR; Bellville; Hybrid; ZAR 260,000 - 380,000; Full time

Job summary

InvisionHR in Bellville, Western Cape, seeks a proactive Personal Assistant/EA to support the CEO. You will manage emails, calendars, and priorities, coordinate meetings, and maintain documentation.

The role requires discretion, strong communication, and independent initiative to ensure nothing is missed and deadlines are met. The successful candidate will have at least five years in a similar role, be tech-savvy with MS Office, and hold a valid SA driver’s license.

Qualifications

• Minimum 5 years of experience as a Personal Assistant, Executive Assistant, or similar role.
• Proficient in Microsoft Office (Outlook, Word, Excel, Teams).
• Valid South African driver’s license.
• Fluent in English (Afrikaans advantageous).

Responsibilities

• Email & Communication Management: Manage, organise, and prioritise emails; draft, respond to, and follow up emails on the CEO’s behalf; act as central point of contact between CEO and stakeholders.
• Diary & Schedule Management: Manage CEO’s calendar; schedule meetings, appointments, and reminders; protect and optimise CEO’s time.
• Task & Priority Management: Maintain and track CEO task list and priorities; follow up with team members; monitor deadlines and ensure completion.
• Meeting Coordination & Administration: Prepare meeting agendas, attend meetings, take minutes, distribute notes, track actions, ensure follow-through.
• General Administration: Perform day-to-day administrative tasks; prepare reports and basic presentations; draft and format documents; maintain records.
• Document Control & Record Keeping: Maintain central filing systems; update documents; maintain version control.
• Authority & Execution Support: Execute tasks on behalf of CEO; communicate decisions; sign standard documents; drive execution across departments.
• Departmental Support (Procurement, Finance & HR): Provide admin and coordination support across these departments; backup as needed.
• Personal Support: Manage personal tasks and reminders; handle ad-hoc personal tasks to improve efficiency.

Skills

Discretion

Communication

Attention to detail

Interpersonal skills

Ownership

Proactive

Tools

MS Office

Outlook

Word

Excel

Teams

Job description

InvisionHR in Bellville, Western Cape, seeks a proactive Personal Assistant/EA to support the CEO. You will manage emails, calendars, and priorities, coordinate meetings, and maintain documentation.

The role requires discretion, strong communication, and independent initiative to ensure nothing is missed and deadlines are met. The successful candidate will have at least five years in a similar role, be tech-savvy with MS Office, and hold a valid SA driver’s license.